How To Create An Invoice Using Your Phone

Can I Create an Invoice With My Phone?

Creating professional invoices doesn't need to be complicated or time-consuming, especially when you're using a smart invoicing app like Pebl on your mobile device. This blog will walk you through how to create an invoice using your phone, whether you're a freelancer, small business owner, or contractor.

Watch the video below for a visual walkthrough, then keep reading as we dive deeper into each step. This blog expands on the video’s key points to give you a complete guide to mobile invoicing using Pebl, fully integrated with Xero.

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How to Make an Invoice on My Phone: 4 Steps with Pebl

Here’s how to streamline invoice creation in just a few taps using Pebl and your smartphone:

1. Setting Up a New Invoice

To get started, open your invoicing app on your phone. If you're using an Android device or iPhone, Pebl may be a good fit for you with its speedy setup time (as little as 5 minutes) and seamless Xero integration.

Once you're in the app, tap on the option to create invoices. Pebl provides a user-friendly invoice template that serves as the perfect starting point. This template is designed to be customisable, allowing you to create unlimited invoices whilst reflecting your business branding and maintaining a professional layout.

You’ll be able to add your business name, upload your company logo, and modify the layout to create invoices with a polished and consistent appearance. These personal touches not only make your documents more professional but also help reinforce your brand identity with every invoice you send.

Before you proceed, it’s essential to configure your invoice settings. This includes choosing the appropriate currency, language, and date format (important if you work across different regions). Setting this up now ensures your invoicing process is smoother and quicker down the track.

If you're using Xero already, you can configure many of these settings directly in Xero before connecting your account to Pebl. Once that’s done, you're ready to move on to the next step: entering your client's details.

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“Pebl may be a good fit for you with its speedy setup time (as little as 5 minutes) and seamless Xero integration."

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2. Enter Your Client Information

One of the most critical parts of the invoicing process is correctly entering your client's details. This ensures your invoice reaches the right person with all the necessary information for swift payment processing.

Begin by filling out the client or company name. Pebl makes this effortless by automatically syncing all your Xero contacts to the app. You can also select from existing clients saved in Pebl’s customer management area, making the process even quicker.

Make sure to add the contact person’s name (typically the individual responsible for handling payments). This step ensures your invoice is received and actioned without unnecessary delays.

Next, include the client’s business address, email address, and phone number. These contact details are not only useful for communication but also help build a complete and professional invoice that reflects well on your business.

Many invoicing apps allow you to import contact information automatically. Pebl's integration with Xero means there’s less manual entry, reducing the chance of errors and saving you valuable time.

By ensuring all client data is complete and accurate, you set yourself up for smoother transactions and fewer unpaid invoices. It also helps avoid delays in communication or payment caused by missing or incorrect details.

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3. Include Your Details

After you've entered your customer details, it's time to describe the services provided or products delivered. This section forms the core of your invoice and must be clear and detailed.

List each service or product individually using specific and transparent descriptions. Avoid vague terms. Instead of “service,” write “web design consultation” or “monthly social media management,” for example.

With Pebl, you can create Xero invoices by selecting from your saved products or services within the app. This functionality pulls directly from your Xero account, making it simple to reuse frequently billed items to your account number. Pebl also lets you create “service products” and assign prices directly within the app when generating invoices. See how to here.

Each line item should include a clear description, quantity (or hours worked), unit rate, and automatically calculated subtotal. This not only improves transparency but also helps your clients understand exactly what they're paying for.

If you're offering discounts, rebates, or applying tax rates, make sure these are clearly itemised. Be upfront about any reductions to avoid confusion, and show the original and discounted price to reinforce the value of your services. A well-structured invoice with specific invoice details adds to your professionalism, ensures quicker approvals, and reduces the risk of outstanding invoices.

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4. Set Payment Terms & Send Invoice

Setting clear and straightforward payment terms is key to getting paid on time. Start by specifying your payment options. Pebl allows you to receive payments via bank transfer and other online platforms. Listing the available methods ensures your client knows how to pay straight away, reducing the likelihood of delayed or late payments.

Clearly state your payment due date or terms such as "Net 15," "Net 30," or "Due on receipt." Agreeing on these terms upfront ensures transparency and supports a healthy cash flow.

Pebl also allows you to send invoices instantly and track them via your phone. You can even share a Payment Request Link to streamline the process further. Clients can click and pay directly from their device—no printing, no scanning, just seamless mobile invoicing.

Want to make sure you’re paid faster? Pebl includes features to send payment reminders for unpaid invoices. These automatic nudges help keep your cash flow consistent without awkward follow-ups.

Setting payment terms in your invoices also makes it easier to follow up if payments are overdue and clarifies any expectations regarding late fees or additional charges.

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Getting Paid Faster

Figuring out how to get paid faster is always top of mind for business owners, so to increase your chances of getting paid on time, remember these 4 final tips:

1. Send invoices promptly: Send invoices as soon as possible after completing a project or delivering goods. This keeps the payment process moving and reduces delays.
2. Use clear and concise language: Ensure your invoices are easy to understand and include all necessary information. Avoid jargon and be straightforward in your descriptions.
3. Offer multiple payment options: Provide clients with various payment options. This flexibility can make it easier for clients to pay promptly.
4. Follow up: Send reminders to clients who have not paid their invoices on time. Automated reminders can help maintain a consistent cash flow without the need for awkward follow-ups.

By considering these 4 tips, you can improve your chances of getting paid faster and maintaining a healthy cash flow for your business.

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The Bottom Line

Learning how to create an invoice using your phone has never been simpler with apps like Pebl. Whether you're invoicing for one-off jobs or need to create recurring invoices, Pebl makes it fast, easy, and accessible to send invoices wherever you are.

With a few taps, you can customise your invoice template, sync your customer details from Xero, itemise your services provided, and set clear payment instructions. And it’s all done using your mobile device.

For small business owners, freelancers, and contractors, Pebl is more than just an invoice maker; it’s a mobile solution that helps you get paid faster, reduce admin time, and maintain professional relationships with clients. Explore Pebl today to see how you can streamline your invoicing process, stay on top of your outstanding invoices, and improve your overall financial management.

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